Download Dow Clinical Simulation Suite User Guide

University of Dundee Dow Clinical Simulation Suite
Ninewells Hospital and Medical School, Dundee DD1 9SY
Tel: 01382 633 937
E-mail: [email protected]
Web: www.dundee.ac.uk/dowclinicalsimulationsuite.co.uk
Dow Clinical
Simulation Suite
User Guide
15/08/2012
Index:
Dow Suite Guidelines……………………………………..……...3
Usage Priority……………………………………….………...…12
Dow Suite Management Guide……………………………..….15
Dow Checklist………………………………………....…….…...26
Incident Report Form………………………………………..…..28
AV and IT Systems Policy……………………………...………29
Camera preset guide……………………………………….......32
Troubleshooting guide………………………………....……....37
Video storage policy………………………………..………..…39
Recordings management policy…………………….…..…….45
Web streaming workflow……………………………………….47
Web Portal Guidelines…………………………………..…......48
Web Portal Guidelines for students………………………......51
Recording candidates mini guide.……………………...….....53
Simplayback mini guide………………………………...…......56
Ward Control mini guide……………………………..……......58
Using the multimedia library mini guide……………….……..60
Web Portal Manager guide……………………………..…..…62
Appendix………………………………………………………....64
Dow Clinical Simulation Suite Guidelines
Overview
The Dow Clinical Simulation Suite has been designed and equipped to provide a simulated
clinical learning environment in order to deliver high quality education and training for
health care professionals. The Suite currently consists of a state of the art ward and an
audio visual suite to enable video based learning, including the facility for candidates to
independently record and review their own practice.
The Suite provides facilities and resources to develop and test existing and new e-health
care systems currently used in the patient journey. The Suite is also aiming to develop elearning resources to support and enhance student learning. The DOW Clinical Simulation
Suite will be linked up with NHS systems which will enable candidates to train using the
latest e-healthcare systems.
Year 3 University of Dundee Medical student with a simulated patient
The simulations run in the Dow require a clinical context and simulated learning is provided
for University of Dundee students as well as other care professionals including doctors,
nurses, optometrists, pharmacists and dentists and allied health care professionals.
Clinical skills covers cognitive or ‘thinking’ skills such as clinical reasoning and decision
making, non technical skills such as team working and communication and technical skills
such as clinical examination and invasive procedures 1. Types of clinical skills learning at the
DOW Clinical Simulation Suite include:




1
Ward simulations
Simulation sessions using SIM MAN 3G
Communication training sessions
Procedural training
http://www.csmen.scot.nhs.uk/contactus/Scottish_Clinical_Skills_Strategy_Exec_summary.pdf
The ward
The DOW Clinical Simulation Suite has a fully equipped hospital ward with medical supplies
and equipment. The design of the ward area is based on an actual ward environment within
Ninewells Hospital which provides an authentic learning environment for candidates.
Dow Clinical Simulation Suite
Simulation resources available in the Dow to enhance simulated learning and practice
include:
•
•
•
•
•
•
•
•
The ward
Simulated patients and actors
Debriefing room
Recording Facilities
Touch screens and tablets
Part task trainers
High fidelity simulators including - SIM MAN 3G
Medium fidelity simulators including - ALS Mannequin
The ward
The ward has an initial assessment area, two wards and a High Dependency Unit. The initial
assessment area has a reception area and 3 examination rooms. This area can be used as an
Outpatients department, GP surgery and an A and E department. The ward area in the Dow
Simulation Suite is multifunctional and can be used as a six bedded ward for large group
teaching or the area can be sub divided using a sound proof barrier to create two three
bedded wards for individual assessment.
The ward has the following systems installed:
•
•
•
•
A patient call and emergency alarm system
Medical air and vacuum throughout the suite
Infrared taps to comply with current infection control regulations
Data points for NHS and University IT systems to allow the integration of NHS healthcare
software in the Suite
Simulated patients and actors
A patient bank including simulated patients, real patients and actors is available in the Dow
to allow healthcare candidates to practice with patients in a real life healthcare scenario.
Debriefing room
The debriefing room provides an area for assessors to review video either live or with
candidates after a simulation. A smart board is also available for training and assessment
purposes.
Recording facilities
All rooms in the DOW have pan tilt cameras and ceiling mounted microphones for valuable
after action review which enables video based learning. Recording candidates and
practitioners provides the opportunity to record performances at all stages of candidate
development and to monitor progress. It also provides the opportunity to explore clinical
capability. To control the cameras, audio visual software is available to use including Ward
Recording software, Recording Software and Simulation Playback software.
A/V software recording demo - online training guide for using the A/V recording software
Software mini guides
Set up a recording (pdf link)
Ward Control (pdf link)
Multimedia software (pdf link)
Video Playback (pdf link)
Touch screens and tablets
There are touch screen monitors throughout the DOW Suite which provide electronic
information about patients including x-ray data. In the Examination Rooms there are
monitors and small 7” touch screens which allow candidates to record how they perform
and then watch the recording back in order to self assess their communication skills. Tablets
are available for candidates and assessors to use to complete assessment and medical
forms.
Using the Dow online training guide for using the Dow
High Fidelity Simulation
The DOW currently uses SIM MAN 3G as a human patient simulator. More detailed
information about SIM MAN 3G is available below.
SIM MAN 3G website
SIM MAN 3G guidelines [.pdf link] – SIM MAN 3G Guidelines (not yet online)
SIM MAN 3G video demos – online SIM MAN 3G video demos (not yet online)
Prioritisation of use
Priority of use in the DOW is given to University of Dundee Undergraduate programs. Clinical
skills training using simulation scenarios is also provided for foundation year doctors and the
DOW is available for professional training for doctors, nurses, optometrists, pharmacists,
dentists, specialists, consultants and allied healthcare professionals.
Priority of use at the DOW Clinical Simulation Suite is decided according to type of user
group, type of organisation, type of patient, type of clinical skills learning and type of
teaching.
DOW Clinical Simulation Suite prioritization of use guidelines [.pdf link] – Priority of use
guidelines for the DOW
Booking to use the DOW Suite
The DOW Clinical Simulation Suite is available to use for simulations by request.
Make a booking – online request for use form
Accessing recorded simulations outside the DOW
The Web Portal
http://dowsim.dundee.ac.uk
The web portal enables staff and students to access recordings outside of the Dow.
Web portal guidelines (pdf link)
Students
Candidates can access their recordings using the web portal which is accessible anywhere
(home and campus.) Candidates will only be able to view their recordings and will not be
able to download the recordings.
Web portal guidelines for students (pdf link)
Assessors
Recorded simulations will be available online for assessors to view outside of the DOW via
the web portal.
NHS Staff
NHS staff can access recorded simulations to view outside the DOW. To set up this service
please contact – [email protected]
Using imagery and video of simulations in the Dow in
PowerPoint for teaching, research and publicity purposes
Using videos and imagery of simulations in the Dow for teaching, research and publicity
purposes in PowerPoint requires consent to be obtained from participants and restrictions
around distribution due to data protection. The participants in a simulation exercise
typically contains simulated patients, actors and students.
Using imagery and videos of simulations in PowerPoint for teaching purposes
The following guidelines must be followed when using imagery and videos of simulated
patients in PowerPoint slides for teaching purposes:
•
•
Simulated video recordings and imagery are to be used in PowerPoint for nondistribution and individual ownership only.
PowerPoint slides are not to be uploaded online or be available on any channel for
general distribution where the slides can be downloaded which includes Med Blogs and
Blackboard.
Using imagery and videos of simulations in PowerPoint for research and
publicity purposes
Use of simulated patients and students in photography and video for publicity and research
purposes is governed by confidentiality practises. Photographs and videos of simulated
patients can be used for publicity and research purposes for appropriate purposes as long as
simulated patients and students have signed consent forms. When using imagery and videos
of simulated patients in PowerPoint for research and publicity purposes the following
guidelines must be followed:
•
•
•
Simulated video recordings and imagery in PowerPoint are to be used for nondistribution and individual ownership use only.
PowerPoint slides containing recordings and imagery of simulated patients cannot be
uploaded online unless on an agreed official channel such as the Dow website.
Use of photographs and videos of simulated patients and students on social media
channels such as Facebook, Twitter and YouTube is not permitted under any
circumstances.
Photographs and videos of students and simulated patients on the Dow website are
currently protected so they cannot be downloaded.
Dow consent form for video and photography
Editing video
Videos to be used in PowerPoint slides can be edited using Adobe Premier Pro which is
currently installed on PC’s in…… Technicians are available to help with using Adobe Premier
Pro Elements and editing videos of simulated sessions in the Dow.
E-portfolio
The e-portfolio will be a showcase of University of Dundee students’ best simulated practice
throughout their time at University and will enable students to view their video from home
or anywhere on campus. Students will be able to select 2 video recordings to upload to the
e-portfolio.
The video storage guidelines for the Dow go into more detail.
The e-portfolio is available online here – www.dundee.ac.uk/.... (not yet online)
Fees
Dundee University Students / Course
There will be no charge for routine use by Dundee University programmes / courses.
Other Users / Courses
Quality Assurance
To ensure high levels of quality, training providers at the DOW Clinical Simulation Suite are
required to carry out a self assessment pro forma.
QA proforma [.pdf link]
Data Management, Consent and Patient Confidentiality
Data management
All personal data as defined by the Data Protection Act (1988) which is obtained and stored
is kept according to the Data Protection Act 1998 and the Freedom of Information Act
(Scotland) 2002.
As according to the Data Protection act all personal data is processed lawfully and fairly, is
obtained fairly and lawfully, is adequate, relevant and not excessive, is accurate and up to
date, is not kept any longer than necessary, is processed in accordance with the data
subject’s rights, is securely kept, and is not transferred to any country without adequate
protection in situ.
The DOW Clinical Simulation Suite contains a CCTV area. CCTV recordings are held under
jurisdiction of the Data Protection Act (1998.) CCTV images recorded and stored in the Suite
follows Data Protection guidelines around CCTV access and governance. Access to CCTV
recording is restricted in the Suite, all recorded data is stored in a secure environment and
signs have been put up to make the public aware of CCTV being in operation.
Consent
Video recordings are one type of information obtained at the DOW and consent from some
individuals involved needs to be obtained beforehand. Under the Data Protection Act 1988,
written or recordable permission must be obtained from all the people who will appear in a
video which is not recorded in what is a deemed as a public space.
Dundee University candidates
Dundee University candidates are not required to provide their signed consent when taking
part in recorded simulations as these practices are part of standard educational practice at
Dundee University. Dundee University candidates are made aware of the fact they may be
recorded for assessment and educational purposes in the Student Handbook. However if the
video recordings are going to be used as part of research or publicity purposes then signed
consent must be obtained.
Non Dundee University candidate
All non Dundee University candidates are required to give their signed consent when taking
part in recorded simulations.
Simulated and real patients
Simulated patients participating in recorded simulations are required to give their signed
consent. Consent is not required for non recorded simulations as the data is simulated. Real
patients taking part in both recorded and non recorded simulations are required to give
their signed consent.
Clinical Skills Centre recorded simulation participation consent form
Patient Confidentiality
All data about simulated and real patients is kept confidential according to the Data
Protection Act and Dundee University’s data protection guidelines.
LINK TO DATA PROTECTION ACT
LINK TO DUNDEE UNIVERSITY DATA PROTECTION GUIDELINES
In ensuring patient confidentiality, information storage policy for ‘sensitive personal data’
follows the Data Protection Act (1988) guidelines and also the NHS guidelines around
confidentiality and access to Health Records. Accordingly all real patients are required to
give their signed consent when participating in simulations. All personal health information
is held under strict legal and ethical obligations of confidentiality. Information given in
confidence should not be used or disclosed in a form that might identify a patient without
his or her consent. 2
Use of photography and video for publicity and research purposes
Use of simulated patients and students in photography and video for publicity and research
purposes is governed by confidentiality practises. Photographs and videos of simulated
patients and students can be used for publicity and research purposes for appropriate
purposes (such as the Dow website) as long as consent forms have been signed. Students
should expect to be photographed for publicity purposes as part of their learning contract
with the University of Dundee. Use of photographs and videos of simulated patients and
students on social media channels such as Facebook, Twitter and YouTube is not permitted.
If this occurs it will be considered a fitness to practice issue. Other members of the public
participating in simulations are also required to sign a consent form when being filmed or
photographed in the Dow. Photographs and videos of students and simulated patients on
the Dow website are currently protected so they cannot be downloaded.
Dow consent form for video and photography
Video data governance and use
Video security measures at the DOW include:
•
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•
•
•
2
All videos recorded of candidates and patients are stored on a private network
The recording software has encryption coding
The firewall has additional security rules
Videos held on the web server are held within a password protected zone
Videos cannot be Downloaded from the Web server
NHS Code of Practice on Protecting Patient Confidentiality
Videos outside of the DOW private network when available on the web portal are not to be
downloaded under any circumstances and if this occurs, it will be considered a fitness to
practice issue. As according to University guidelines, student videos selected for their eportfolios will be stored for a total of 6 years. For further information around this, please
refer to the Video Storage Policy.
Video storage policy [.pdf link]
Rules of Use
•
All Simulation Suite staff are employed by the University and responsible for overseeing
use of the facility, equipment and teaching carried out in the Centre
•
Teaching staff for sessions are responsible for supervising students, overseeing and
supporting use of the facility and equipment by all students and Suite users
•
All teaching staff will be required to undergo training on use of the IT equipment and
systems and mannequins before use is allowed
•
Equipment will not be ordinarily loaned out of the Centre
•
Recovery of costs as a result of any malicious damage to equipment or violations will be
sought from the responsible parties
DOW Prioritisation of Use
DOW Usage – User groups
Medical graduates
(2 year foundation course)
On the job education and continuing
professional training *
Trainee specialists and doctors training for
General Practice
Decreasing levels of prioritisation
University
students
Consultants, specialists and
GP’s
*Further training including multi and inter professional training (opthomologists,
doctors, nurses, dentists, pharmacists)
DOW Usage - Type of Organisation
NHS Tayside
Other Universities / colleges
NHS Consultants Association
Private Healthcare - BUPA
Decreasing levels of prioritisation
Dundee
University
DOW Usage – Type of patient
Standardised patients
Decreasing levels of prioritisation
(real / simulated patients)
Electronic patient (robot
such as SIM MAN 3G)
Computer patient
(screen based virtual
scenarios / body parts
Part task trainer
(plastic body parts)
1 Above
categorisations based on Gaba’s 11 dimensions
DOW Usage – Type of clinical skills learning
Simulation using robots
such as SIM MAN
Communication training
Procedural Training
Decreasing levels of prioritisation
Ward Sim
DOW Usage – Type of teaching
Clinical Rehearsal
Training
Exam
Lecture / Discussion
Professional and inter professional training
Foundation training
Commercial
Decreasing levels of prioritisation
Performance
Assessment
DOW Clinical Simulation Suite Management guide
Suite Facilities and Usage
Starting and shutting down computers
There are three types of PC’s in the Suite main computers, recorder PC’s and netboxes.
Computer stack
In the control room, there is stack of computers to control the Ward recording. The computer stack
in the Control room can be left on during the week and then switched off at the weekend.
Recorder computers
Main computers
Switching on and off main computers in the control room:
The computers on the stack in the
Control Room can be left on (apart
from weekends.) If you need to
switch on or off the main computers
click the power button at the front
of the computer.
Switching on and off recorders:
Recorders in the exam room, need to be switched on and off before and after simulation sessions.
To switch on and off recorders in
the exam rooms, log off first then
click the power button on the right
hand side of the recorder.
Switching on and off netboxes:
Netboxes in the wards need to be switched on and off before and after simulations.
To switch on and off the netboxes in
the Wards, log off first, and either
shut down from the PC or hold
down the power button on the
bottom right hand side of the net
box until the PC turns off.
Switching on and off touch screen monitors:
Touch screens in the Control Room, ward areas and exam rooms should be switched off at the end
of the day.
To switch on and off the touch
screens, log off then click the power
button on the lower right hand side
of the monitor
Switching on and off 7” touch screens:
To switch on and off the 7” touch
screens, log off then click the power
button on the front right hand side
of the 7” touch screen
Switching on and off 40” Nursing Station monitors:
To switch on and off the 40”
monitors, log off then click the
power switch on the bottom right
hand side.
Power switch
Cleaning the touch screens
The touch screens need to be cleaned once a month as people are touching them with fingers.
Logging in and off to the computers
In the Ward:
All the PC’s have 3 accounts on them – Administrator, Wardsim and mcu. Always choose
Wardsim to login.
In the Control Room:
Login into the account which is the name of the PC ie – ‘Record2.’
Logging off
Always log off before shutting down.
Access to the control room
As the DOW Clinical Simulation Suite is a CCTV area, access to the Control Room is restricted to
approved staff members only and is kept locked. Gordon Clark, the Resource Manager will have the
key which will need to be signed out and returned after sessions.
CCTV area
The DOW Clinical Simulation Suite contains a CCTV area. CCTV recordings are held under jurisdiction
of the Data Protection Act (1998.) CCTV images recorded and stored in the Suite follows Data
Protection guidelines around CCTV access and governance. Access to CCTV recording is restricted in
the Suite, all recorded data is stored in a secure environment and signs have been put up to make
the public aware of CCTV being in operation.
Booking the DOW Clinical Simulation Suite
To use the DOW Clinical Simulation Suite, staff are required to complete a booking form
available here – http://www.dundee.ac.uk/clinical-skills/dowsimulationsuite/booking/
Setting up simulation sessions
There are two types of simulation sessions run in the DOW Clinical Simulation Suite,
recorded and non recorded.
To set up simulations in the DOW staff are required to use booking forms, which will be sent
to facility management. The booking form includes information for the session including
type of session being run, which part of the DOW is being used, whether the session is to be
recorded, length of the session and resources required.
Managing software
In the DOW Clinical Simulation Suite, there is a variety of software that needs to be set up
before simulation sessions, depending on type of simulation session being run.
Type of simulation session
Software required
Ward area recording
Dundee University Ward Control
Recording Software
SIM Playback software
HDU recording
HDU Recording Software and HDU control
SIM Playback software
Independent Student
recording
Recording Software
Student carrying out
examination in exam rooms
and while assessor watches
on monitor in exam rooms
Recording Software
SIM Playback Software
Ward Control Software
SIM Playback software
Simulation session using the
multimedia software in the
wards
Multimedia software
Recording the ward area
In the control room, there are computers to record the ward area and computers to record
the HDU area. Before a ward recording session, the Ward Control software and the
Recording software needs to be set up, ready for tutors to start the recording.
Ward Control software
There are 3 monitors which are used
for recording candidates in the ward
area.
An online guide to using
Recording software
Recording the HDU unit
When recording the HDU Unit, make sure on the HDU stack that the recording is switched to
‘Local’.
HDU stack
Make sure that
the recording
is switched to
‘Local’
HDU Monitors
Before a session, the Recording software needs to be set up ready for
the tutors to start the session.
There are 2 monitors which are used
for recording candidates in the HDU
area.
HDU recording and control
software
Independent student recording
Students can set up independent recordings, by using the Recording software before a
simulation session on the 7” touch screens in the exam rooms. The monitors in the exam
rooms can be used for students to watch their simulation session using the Playback
software.
7” touch screens
Monitor with playback
software.
Before a session, the Recording and Playback software needs to be set up ready for the
students to choose their session and then playback their performance.
An online guide to using the Recording software and Playback software is available: www...
Examination room recording
Candidates carry out an examination
while assessors watch the
simulation in the Exam room
The Ward Control software needs to be set up on the monitors in the exam room and the recording
set up in the Control Room before an examination room recording of this type.
Simulation session using the multimedia software
The touch screens in the ward have multimedia software which can display multimedia files.
Multimedia software – loads up
images, video and flash files for use
in simulation sessions
Before a session, the Multimedia software needs to be set up, if tutors have sent their
multimedia files ready for the tutors to start the session.
An online guide to using the multimedia software is available: www...
Using the headphones
There are headphones available for use when there are multiple simulations in the Control
Room.
Headphone unit
Change channels by
clicking inner circle on
the headphones.
Channel 2 – Control 2
Channel 3 – Control 1
Channel 4 – HDU
Control the volume using
the outer circle (turn
clockwise or anti
clockwise.)
Using the microphones
The microphones are used with radio ear pieces so assessors can talk to colleagues in the
ward during a simulation.
Press the red button to
talk on the microphone
The radio ear pieces which are
used to hear the microphones
in the ward.
The radio microphones are tuned into separate frequency boxes and microphones, so the
correct microphone needs to be used with the correct radio ear pieces.
Radio frequency box
The volume can be controlled on the HDU Unit by using the volume control boxes.
LS Talkback controls the
volume on the HDU Unit
microphone
HDU controls the volume o f
the speakers coming from
the HDU Unit
Debriefing room
The debriefing room is available to use:
•
•
•
By tutors to playback videos and carry out assessments
Tutors and students watch videos as a group.
Video is streamed live for assessment purposes.
Smart Board
Video Playback software on
monitor
If the debriefing room is required, before a session, the Playback software needs to be set
up ready for the tutors and the Smart Board needs to be switched on.
An online guide to using the Playback software is available: www...
Debriefing room volume control
The debriefing room volume of video playback can be controlled via the volume control box.
To hear the PC, make sure the
PC Audio option is on
Volume control box
Flick switch between PC
an video feed from ward
to hear sound
Using the Smart Board
To switch on the Smart Board, use the Smart Board remote control.
Streaming live to the debrief room and the web server
From the control room you can stream video live to the debrief room and to the web server
(this functionality has not been developed as yet.)
To stream the video
recording live to the
debrief room click the tick
box ‘Send Video to Break
out area’
To view the video live streaming in the debrief room, use the remote control for the Smart
Board and choose ‘input.’
Editing video
Videos of recordings can be edited by choosing the ‘Copy’ function on the Sim Playback
software.
There is software available on Control 1 in the Control room to do this:
Video formatting:
To edit the video, you need to change the format of the video from .mkv to a format
compatible with video editing software such as .avi, .wmv, .mpeg4.
To change the format use the software – ‘MKV Converter.’
Video editing:
To edit videos, use the ‘Squared 5’ software.
Management of video recordings
Set up of video recordings in the Suite are controlled via the Dundee University Simulation Manager
software and are managed by the IT Educational Healthcare Manager.
Technicians are available to assist with simulation recordings.
Software needs to be set up before recordings for tutors to use before simulation sessions.
Videos accessed outside the DOW private network are not to be downloaded under any
circumstances and if this occurs, it will be considered a fitness to practice issue.
As according to University guidelines, student videos selected for their e-portfolios will be stored for
a total of 6 years. For further information around this, please refer to the Video Storage Policy.
Video storage policy [.pdf link]
Temperature control
Temperature control is managed in the Control Room via a Air Conditioner which is automatically
set, this needs to be switched off at the end of each day.
Dow 3 monthly checklist
Dow Checklist
Action
Touch screen
check
Check all touch screens
working in the wards and
Control rooms.
Exam room
recording
Check that students can set
up and record an
independent recording
successfully in all 3 exam
rooms.
Control room
recording
Set up 3 recordings and
test.
Check that recordings can
be carried out successfully:
Single recordings (Record 1,
Record 2 and the HDU Unit)
Multiple recordings 1 –
Both Record 1 and 2.
Multiple recordings 2 –
Both Record 1 and 2 and
the HDU Unit.
Microphone and
ear pieces check
Check all the microphones
are working in the Wards
and HDU Unit.
Check that all 3 ear pieces
are working.
Audio check
Check audio levels
Live web
streaming check
Test Ward area
Test HDU Unit
Test live web streaming to a
laptop.
Test SIM
playback on
laptop
Create a recording and test
on laptop using SIM
playback software
Headphones
and telephones
check
Check all headphones are
working:
Headphones for HDU
Test result
Date checked
Headphones for Ward area
Check no feedback from
each telephone
Live stream to
breakout room
Check recording to the
breakout room
Check monitors
in exam rooms
Check monitors in exam
room working and
displaying images from
monitors on desktops.
Ward Control
software
Check that touch screens
working with ward control
software in each area and
all cameras and presets
working.
Control 1
Control 2
HDU Unit
Incident Report Form
Date of Incident
Date of Incident
Incident issue
What happened?
Describe in detail the
problem.
Incident explanation
Why did the incident
happen?
Incident Resolution
How can the issue be
addressed so it does not
happen again?
DOW Clinical Simulation Suite AV and IT systems policy
Information systems
The DOW Clinical Simulation Suite has the following technical resources:
•
•
•
•
•
•
•
•
a network of computers which feed into the A/V systems
touch screen monitors throughout the ward
7 inch touch screens to enable candidates to set up independent study sessions
access points to different networks including NHS and University of Dundee networks
a Wi-Fi network to enable tablets to connect to the internet and to other computers in
the Suite
live streaming of video recordings
a web portal to enable candidates and assessors to access video recordings outside
of the Suite
cameras and microphones throughout the ward area
The Suite has its own private network to increase levels of data security. Video recordings
are captured and stored on the data server and web server.
DOW
wireless
network
tablets
Data
server
Dow desktops
Web
server
Campus
desktops –
recordings via
web portal
University network
Video recording
data
DOW private network
Networks
There are 2 wireless networks available for use in the Dow – UoD network and the Dow
network. The Dow wireless network can be accessed for use with the touch screens, video
recording and tablets. The recordings are stored on the net box in a folder called cskillstore.
cskillstore netbox
Dundee University
recordings
Dundee University recording
software
Dow wireless network sends
recordings back to the server.
Information Security
The information security (confidentiality, availability and integrity of information) policy at the
DOW Clinical Simulation Suite follows the University of Dundee information security and
acceptable use policies.
University of Dundee information security policy
University of Dundee acceptable use policy (link)
To increase security levels, the following measures are in place:
•
•
•
•
The DOW has its own private network and firewall
All recordings are encrypted
Web access to recordings is restricted to view only and videos are not downloadable
All data is protected by the implementation of Data Protection guidelines
Access control
Access to the suite systems are password protected.
Access to video recordings is restricted according to levels of access given to candidates
and assessors by the administrator. There are 3 levels of access:
Admin User – administrators can add and edit candidates, add users, assign access levels,
add and edit practicals, import data and deleted and archive practicals and candidates.
Power User – can add and edit candidates and practicals, import data and add users.
Normal User – can add and edit candidates and practicals and import data.
Antivirus policy
All University systems, vulnerable to attack by malware are protected by antivirus software.
All of the computers in the Suite have Virus Scan Enterprise 8.7.2i installed. Scans are run
regularly and new patches and fixes are deployed when they are made available.
Windows updates
All PC’s in the DOW are set to update automatically when the PC is switched off. This setting
ensures that during simulations, computers do not shut down unexpectedly.
Disaster recovery
Current policies around disaster recovery include:
•
•
•
•
•
Backing up data in a secure location (the NAS box is (network attached storage) set
up in separate location to NAS in the control room)
All data is backed up daily to a secure location
Securing critical applications and data by patching known vulnerabilities with the
latest fixes and or software updates
Analysis of any incidents or failures
Putting in place appropriate measures to safeguard security and confidentiality such
as the DOW’s private network and firewall
Web Portal
The web portal enables access to candidates and assessors to recordings outside of the
DOW. As streaming media is not currently on NHS networks, a CITRIX workaround allows
for NHS staff to access the web portal. The web portal is password protected, videos are
encrypted, are not downloadable and videos are tagged according to candidate and practical
reference. Only videos relevant to the candidate or assessor will be accessible to the
individual logged into the system.
Passwords
Cskillsstorage – Admin – Username
Admin - Password
Touchscreens - Cl1nsk1lls
Dow wireless network – Admin – Username and password
Camera preset guide
Bay Area A1
Preset 1 - Overview of corridor of Bay Area facing towards Ward 76
Preset 2 - Zoomed in view of the area between the two wards
Preset 3 - Sink in ward
Preset 4 - Entrance to HDU
Bay Area A2
Preset 1 - Overview of ward looking towards the right hand side of the ward
Preset 2 - Nursing Station A overview
Preset 3 - Sink area next to nursing station
Preset 4 - Overview of beds in Ward 77
Bay Area B1
Preset 1 - Overview of Ward 76 area looking towards the reception area
Preset 2 -Overview of nursing station B
Preset 3 - View of bed areas 5 and 6
Preset 4 - View of Bed area 4
Bay Area B2
Preset 1 - Overview of ward looking towards Ward 77
Preset 2 - Overview of ward looking towards nursing station
Preset 3 - WC and Changing room
Preset 4 - Overview of left side of ward 76 looking towards Ward 77
Reception
Preset 1 - View of waiting area and receptionist
Preset 2 - Zoomed in view of waiting area
Preset 3 - View of storage area
Preset 4 - View of entrance to Examination Room C
Reception Desk
Preset 1 - View of corridor in reception area
Preset 2 - View of corridor between Exam Room B and A
Preset 3 - View of reception desk
Preset 4 - Entrance to Exam Room B
Bed 1
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Bed 2
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Bed 3
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Bed 4
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Bed 5
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Bed 6
Preset 1 - Top end of bed
Preset 2 - Bottom of bed
Preset 3 - Left side of bed
Preset 4 - Right side of bed
Exam Room A Camera 1
Preset 1 - Bed area behind curtain
Preset 2 - Zoomed in view of patient in bed
Preset 3 - Further zoom view of patient in bed
Preset 4 - Zoom in view of sink area
Exam Room A Camera 2
Preset 1 - View of desk area
Preset 2 - View of entrance to room
Preset 3 - Zoomed in view of desk
Preset 4 - Zoom in on student chair beside desk
Exam Room B Camera 1
Preset 1 - Bed area behind curtain
Preset 2 - Zoomed in view of patient in bed
Preset 3 - Further zoom view of patient in bed
Preset 4 - Zoom in view of sink area
Exam Room B Camera 2
Preset 1 - View of desk area
Preset 2 - View of entrance to room
Preset 3 - Zoomed in view of desk
Preset 4 - Zoom in on student chair beside desk
Exam Room C Camera 1
Preset 1 - Bed area behind curtain
Preset 2 - Zoomed in view of patient in bed
Preset 3 - Further zoom view of patient in bed
Preset 4 - Zoom in view of sink area
Exam Room C Camera 2
Preset 1 - View of desk area
Preset 2 - View of entrance to room
Preset 3 - Zoomed in view of desk
Preset 4 - Zoom in on student chair beside desk
Nurse Station A
Preset 1 - Desk area in nursing station
Preset 2 - View of area opposite to the nursing station
Preset 3 - View of corridor incoming into Ward 77
Preset 4 - View of Ward 77 from the nursing station
Nurse Station B
Preset 1 - Desk area in nursing station
Preset 2 - View of area opposite to the nursing station
Preset 3 - View of corridor area incoming into Ward 76 from nursing station
Preset 4 - View of Ward 76 from the nursing station - beds 5 and 6
HDU Cam 1
Preset 1 - View of top end of bed from the left
Preset 2 - Zoom into top end of bed
Preset 3 - View of cupboards
Preset 4 - View of sink
HDU Cam 2
Preset 1 - View of bed area overall
Preset 2 - Zoom in view of top of bed from centre of the room
Preset 3 - View of worktop from the ceiling
Preset 4 - View of sink from Camera 2
Trouble shooting guide
What should I do if the touch screens are not working?
Let someone know, then attach a mouse and keyboard to load up the computer and then there are
pointers available to use.
The monitors will not switch on?
Check the computers are on, on the desktop or the wall. Check all power sources and that plugs are
in and plugs are switched are on.
The live stream is not available?
Check the Cisco box is on for the live stream. Check the net box marked ‘stream’ is on. Make sure
the stream has started on the monitor and then tick the box on the Ward Control software. Next,
make sure the computer is connected to the Dow wireless internet. You can then open up Windows
Media Player and choose ‘Enter URL’ on the File options and put in the following URL:
‘http:134.36.192.184:8080’
The recording software is not working?
Make sure that in My Computer, the computer is connected to the Clinskillsstorage area. Then check
the network box called QNAP on the computer stack in the control room is working and there are no
error messages.
Cannot login into the computer?
The login details are ‘Cl1nsk1lls’. This password should work.
Cannot set up live stream to the break out / debrief room?
Make sure the box is ticked on the Ward Control software – ‘Send video to breakout area’. In the
debrief room make sure that the right input for the live video has been selected – ‘‘
The headphones are not working?
There is a guide in the control room to show which channels the headphones should be switched to,
to make sure users can hear the area they are watching.
Channel 2 - Control 2
Channel 3 - Control 1
Channel 4 – HDU Unit
Also make sure the headphones have been charged up in the charging box under the desks.
The earpieces and microphones area not working?
Make sure the earpieces batteries are working and you are using the right earpieces with the right
microphones. The earpieces have been labelled:
Microphone 1 – Earpiece 1
Microphone 2 – Earpiece 2
Microphone 3 – Earpiece 3
Candidates are not in the Recording Software?
There are instructions in the Control Room on how to use the Recording Management Software to
enter in candidate and practical details. There is also a guide in the Control Room in the Dow
Documentation box.
Users of the Suite are unsure of how to use the software and would like some
additional guidance?
There are online demos available on how to use the Recording Software – available here:
www.dowclinicalsimulationsuite.co.uk/training
Users wish to book to use the Suite?
There is an online booking form available here:
http://www.dundee.ac.uk/clinical-skills/dowsimulationsuite/booking/
NHS staff need to access their recordings outside of the Dow?
Currently you cannot stream media over the NHS network, however CAMS (Computing and Media
Services) at Ninewells, offers a Citrix workaround. To find out more about this contact IT or the IT
Manager.
1
Dow Clinical Simulation Centre Video Storage Policy
Formative – UG teaching
Video storage pool
Student rehearsals
Summative – UG
assessment
Doctors in Difficulty
1. PURPOSE AND SCOPE
The DOW Clinical Simulation Centre video recording and storage policy includes:
•
•
•
•
•
•
Secure storage of all video recordings until 1 year after students graduate
Management of recordings
Video recordings transferral to the Web portal
Recording and selection of 2 videos per year of candidates during simulation exercises as
they progress through their degree thereby providing an e-portfolio of practice
Access control
Technical requirements
Data protection policy states that all assessment related material must be kept for up to 1 year
after students graduate. The Centre will retain all video recordings for up to 1 year after
students graduate. The video recordings taking place at the Dow are a mixture of rehearsals,
teaching based and assessment based activities.
The web portal enables students to view their videos on campus or at home. Video recordings
are transferred manually to the web portal by the IT Healthcare Educational Manager at the
request by lecturing staff. This ensures that students cannot view videos during an assessment
schedule and recordings are uploaded only after an assessment has taken place.
Students, lecturing staff and NHS staff will be able to access video recordings through the web
portal and this access is managed via a password protection system. Staff will be able to view
video recordings for their courses and students will only be able to access video recordings of
themselves. This access process is managed in the Recordings Management Software by the IT
Healthcare Manager who is responsible for setting up video recordings, passwords and
practicals.
Students will be able to select video recordings for their e-portfolio of practice. The e-portfolio is
being developed by the e-learning team (lead - Natalie Lafferty.) Students may be recorded up to
10 times during the academic year in the Dow however students may only choose 2 video
recordings per year to be retained on the e-portfolio.
The technical requirements for this policy include the requirement for server management to
ensure the effective and secure storage of video recordings. This policy defines a structure to
ensure video recordings are managed and controlled effectively and meet legal, operational and
informational needs.
Purpose
1.1 The Dow Clinical Simulation Centre’s video recording and storage policy helps meet the
requirement of providing evidence of student learning and progress throughout their time at the
University of Dundee. Video recordings of candidates in the simulated ward environment at the
Dow Clinical Simulation Centre also provide the candidate with a good understanding of their
own communication and team working skills and give the students an e-portfolio they can keep
after graduation as a basis of their practice for the rest of their working lives.
1.2 All video recordings made at the DOW Clinical Simulation Centre are stored in accordance with
the following standard and guidelines:
•
•
•
Data Protection Act 1998
Freedom of Information Act 1998
GMC Guidelines on Use of recorded video
As according to the Data Protection act all personal data is processed lawfully and fairly, is
obtained fairly and lawfully, is adequate, relevant and not excessive, is accurate and up to date,
is not kept any longer than necessary, is processed in accordance with the data subject’s rights,
is securely kept, and is not transferred to any country without adequate protection in situ. The
DOW Clinical Simulation Suite contains a CCTV area. CCTV recordings are held under jurisdiction
of the Data Protection Act (1998.) CCTV images recorded and stored in the Suite follows Data
Protection guidelines around CCTV access and governance. Access to CCTV recording is
restricted in the Suite, all recorded data is stored in a secure environment and signs have been
put up to make the public aware of CCTV being in operation. All data about simulated and real
patients is kept confidential according to the Data Protection Act and Dundee University’s data
protection guidelines .In ensuring patient confidentiality, information storage policy for
‘sensitive personal data’ follows the Data Protection Act (1988) guidelines and also the NHS
guidelines around confidentiality and access to Health Records. Accordingly all simulated and
real patients are required to give their signed consent when participating in simulations.
1.3 Video security measures at the DOW include:
•
•
•
•
•
•
•
•
•
•
All videos recorded of candidates and patients are stored on a private network
The firewall has additional security rules
Videos held on the web server are held within a password protected zone
Videos cannot be downloaded from the Web portal server
All video servers have private IP Addresses
Videos are backed up on a separate server in a secure location
All data is backed up daily to a secure location
Securing critical applications and data by patching known vulnerabilities with the latest
fixes and or software updates
Analysis of any incidents or failures
Putting in place appropriate measures to safeguard security and confidentiality such as
the DOW’s private network and firewall
Videos accessed outside the DOW private network are not to be downloaded under any
circumstances and if this occurs, it will be considered a fitness to practice issue.
Server architecture for the Dow
e-portfolio
Video recordings are transferred
to the e-portfolio on an annual
basis by students.
Video recordings
Clinical skills server
and storage.
Video recordings are uploaded to
the web portal at the request of
lecturing staff.
Web portal
Clinical skills centre
Scope
Students access the video
recordings via the web portal
1.4 This policy relates to all video recordings made in the DOW Clinical Simulation Centre. Video
recordings are defined as all recordings made of candidates as they carry out simulated
exercises. Assessment based video recordings are required to be stored for a total of 6 years for
Medical students and 5 years for Nursing students and these videos will be stored on the eportfolio which will have a back up system in place.
Students will be able to view their videos in 2 locations:
E-portfolio
At the end of each academic year, students will be required to choose 2 videos to keep long
term as evidence of their personal progress throughout their training for the e-portfolio. When
students graduate, medical and nursing students will have a total of 10 videos which will provide
each student with a portfolio of practice.
Web Portal
Throughout their learning experience at university, students will be able to view their video
recordings which have been transferred to the web portal each academic year.
… minutes of video recordings per student per year can be uploaded up to the web portal. In
each year there are approximately 160 medical students and 160 nursing students.
The following table demonstrates storage requirements in relation to University of Dundee
medical students on the web portal server.
Type of
student
Medical
Level of study
Year 1
Storage Requirements per
student
Videos transferred for year 1
Year 2
All videos from year 2
Year 3
All videos from year 3
Year 4
All videos from year 4
Year 5
All videos from year 5
Timings and storage
required per student
.
Graduation
Table 1 – Storage requirements of University of Dundee Medical Students
1.6 All video records created in the course of University business at the DOW Clinical Simulation
Centre are University records and accordingly are kept under the terms of the Data Protection
Act (1998.)
2. OBJECTIVES
2.1 The five main objectives of this policy are to establish and maintain:
•
Accountability – that adequate video recordings are maintained transparently in order
to:
o Protect legal rights of candidates and patients involved in recordings
o
Provide credible evidence of student learning
•
Quality – video recordings are recorded at an acceptable level of quality and storage is
secure to ensure that recordings are adequately stored.
•
Accessibility – that video recordings can be accessed by staff and candidates efficiently
only by those with a legitimate right of access, for as long as the records are held.
•
Security – video recordings will be secure from unauthorised access and stored in a
secure environment.
•
Retention and disposal – that there are consistent and documented retention
procedures to ensure that the correct video recordings are kept and stored for the
agreed period of time and video recordings are then disposed of after the agreed
timeframes.
3. IMPLEMENTATION
3.1 This policy will be implemented by a series of programmes to include:
Video recordings creation
•
•
Creation of video recordings to document student simulation sessions
Structured information to facilitate access and storage requirements
Records maintenance
•
•
Assignment of responsibilities to protect records from loss or damage over time
Access controls to ensure prevention of unauthorised access to video recordings
Records disposal
•
•
Retention schedules and procedures for consistent and timely disposal
Central storage system for records requiring long term retention
4. RESPONSIBILITIES
4.1 The IT Educational Healthcare Manager – Iona Waterston is responsible for overseeing the
management of recordings and implementation policy.
4.2 The Head of IT for the College of Medicine, Dentistry and Nursing - Andrew Howe is responsible
for overseeing the storage of video recordings.
Recordings Management Policy
Introduction
In the Dow Clinical Simulation Suite, video recordings take place as part of teaching and
learning for the medical school at the University of Dundee. Students are recorded for
assessment, teaching and summative purposes. The Dow’s purpose is to provide a simulated
learning environment for medical, nursing and other healthcare students so that both
undergraduate and post graduate students can practise medicine, nursing and healthcare in
a realistic ward environment. The type of learning which takes place in the Dow is mainly
simulated learning, consequently video recordings of students are mainly of simulations.
Example sessions include 3rd Year Nursing simulations, 5th Year Medical ward simulations,
medical consultation sessions with medical students and postgraduate ward simulations.
Recording Software
Software for managing the video recordings in the Dow includes:
•
•
•
•
•
Sim Recordings Manager – controls addition of candidates, recordings, users and
practicals
Recordings Set Up – starts and stops video recordings
Ward Control – controls the cameras in the Dow
Web portal manager – uploads video recordings and users to the web portal
Multimedia display – shows medical imagery such as ECG’s and X-rays.
Guides to the software are available on the Dow training page:
www.dowclinicalsimulationsuite.co.uk/training
The Sim Recordings Manager software provides an interface to administer the recordings
for the academic year. A manual for the Sim Recordings Manager is available.
Reference Guide – Recordings Management Software
Practicals
Practical Ref: Course_Practical name_ Student year i.e. Medicine_Ward Simulation_5th Year
Practical Name: Practical name
Duration: Duration of practical
Description: Short description of the practical
Candidates
Candidate Ref: Matriculation number or GMC number
Password: allocate ‘password’ as a generic password.
Forename: Candidate forename
Surname: Candidate Surname
Course Name: Select candidate’s course
Assign candidates to practical:
Choose candidate or
candidates to add to the
practical
Choose this button to add the
candidate to the practical
Video recordings set up
SITS instructions
At the beginning of each academic year
students can be added to the Sim
Recordings Manager using SITS. To
retrieve medical or nursing students
data from SITS follow these
instructions:
SITS interface
Go to SCE
Enter course code as UFMBCHB* for medical
students
Enter course code UFB* for nursing students
(* this is the key above the number 9 on the
calculator-style numerical keypad to the right of
your keyboard)
Enter academic year as 2011/2
Enter enrolment status as C for Current
Retrieve records using the F5 key
Click on File on top toolbar
Click on Export
In the Template box highlighted in blue enter RPT
FOR IONA
Click on the yellow file beside file name to save this
to your own area then click on OK
A box will appear to show you the fields that will
be exported
Click on OK
Your report will have now been exported to the
area you saved it above
Go to Excel
The Excel template can now be added into
the Sim Recordings Manager. Students will
then have been added into the Sim recordings
manager for the coming academic year. A
referencing guide for adding candidates and
practicals is available. As the year progresses
practicals and users can be added and
recordings can be set up. For students to view
their video recordings, a web portal is
available.
Click on File – Open
Change file type to All Files at the bottom
Go to the area you saved your file and doubleclick on the file name
Then click on Finish at the excel wizard
You will now have a report which lists:
course code
block (ie year)
matric number
sortname ie TINDAL D
forenames ie Dawn
Web Portal
To view video recordings, staff and students need to login into the web portal:
www.dowsim.dundee.ac.uk
There are web portal user guides available for staff and students on the training page of the
Dow website: www.dowclinicalsimulationsuite.co.uk/training. Video recordings are
uploaded manually to the web portal at the request of staff. This is to ensure that students
cannot view fellow student assessments prior to their own assessment taking place as
simulation assessments tend to take place over a set period of time such as over a week. To
upload recordings to the web portal, the Web Portal Manager is available.
Instructions are available for using the web portal manager.
Video Recordings Storage
According to data protection and teaching requirements, all video recordings which take
place in the Dow need to be stored for the duration of the students degree plus another
year. For medical students this equates to 6 years in total and for nursing students this
equates to 5 years of storage.
Web streaming workflow
To set up web streaming do the following:
1. Ensure the web streaming PC is on
2. On the ward control software tick the ‘Send video to webstreamer’ box.
Tick the ‘Send Video to Web
Streamer’ box
3. Open Windows Media Player or any media player on the PC and right click on the top
toolbar and choose File > Open URL.
4.
Type in the following URL: http://134.36.192.184:8080
Dow Clinical Simulation Suite web portal guidelines
The web portal is available here:
https://dowsim.dundee.ac.uk
The web portal allows lecturers, tutors and candidates to view videos which have been recorded in
the Dow Clinical Simulation Suite for post-performance review purposes.
Video Recording Availability and Use
Due to assessment guidelines, video recordings are not uploaded to the web portal automatically. To
request for video recordings to be uploaded, contact Iona Waterston – [email protected] .
Videos will then be made available for candidates to view.
Staff will be able to access video recordings of candidates according to their assigned courses.
Candidates can access their recordings using the web portal which is accessible anywhere (home and
campus.) Candidates will only be able to view their recordings and will not be able to download the
recordings. Video recordings are not to be downloaded under any circumstances and if this occurs, it
will be considered a fitness to practice issue.
NHS staff
As the NHS network does not currently support media streaming, the University offers a service to
allow NHS staff to view videos. Please email your name to [email protected] to access this
service.
Logging into the web portal
To log into the web portal, use the user accounts assigned to you after your Dow Suite induction
session.
Log in here
Select a course or group
Select either the course
or group you would like
to view the video from
Choose the candidate
Now choose the
candidate
Choose the video clip
Choose the video
clip
Play the video
Play the video using the
play button
Add comments
To add a comment, type in the comments box under the video box.
Log out
To log out, select the log out link at the
top of the screen.
Student web portal guidelines
The web portal is available here:
https://dowsim.dundee.ac.uk
The web portal allows you to view videos which have been recorded in the Dow Clinical Simulation
Suite for post-performance review purposes.
Video Recording Availability and Use
Due to assessment guidelines, video recordings are not uploaded to the web portal automatically.
Your tutor will let you know when your video has become available to view.
Candidates can access their recordings using the web portal which is accessible anywhere (home and
campus.) Candidates will only be able to view their recordings and will not be able to download the
recordings. Video recordings are not to be downloaded under any circumstances and if this occurs, it
will be considered a fitness to practice issue.
Logging into the web portal
To log into the web portal, use the following details:
Username: Your matric number
Password: password (on first login)
Log in here
Change password
Once you have logged in you need to change your password.
To change your password click the
‘Change Password’ option at the top of
the screen.
Select your video
Select your video recording.
Play the video
Play the video using the
play button
Add comments
To add a comment, type in the comments box under the video box.
Log out
To log out, select the log out link at the
top of the screen.
Recording Candidates Set Up Mini Guide
There are currently 3 areas in the Dow which can be recorded separately:
-
Ward area
HDU Unit
Exam rooms
Setting up candidates in the ward area and exam room using the same application, apart
from in the exam rooms you use the set up application on a 7 “ touch screen.
Setting up candidates for the ward area and exam room
1. Touch the Panel to begin
2. Select the Recording Mode
Choose either to record a
single candidate or a group of
candidates.
3. Enter the Candidate or Group reference number
You can either input the reference number or
use the calendar at the bottom left side of the
number keys.
calendar icon
Use the arrows at the bottom of the screen to
navigate to the next screen.
4. Select the Practical
5. Start the Recording
6. Stop the recording
Setting up candidates for the HDU Unit
1. Select the recording mode:
-
Record a single candidate
Record a group of candidates
Control HDU Camera (View only)
2. Controlling the cameras in the HDU
There are 2 cameras with various views of
the HDU Unit.
The second row of camera buttons show the
heart monitor screen, which at present is
used for SIM MAN.
Pip Size 1 and 2 under the camera buttons
change the size of the heart monitor on the
screen on the recording. The arrows move
the heart monitor around the screen.
The red dots show different camera views.
The arrows and + and – signs at the bottom
of the screen move the cameras around and
change the zoom and focus angles.
Simplayback mini guide
1. View the candidate’s video details
To view the candidate’s video you
can use the Simplayback software.
On the interface you can see the
practical reference number, the
practical name and the date the
video was recorded.
2. Find a candidate’s video
You can either search in individual
or group recordings.
You can then search for a video by
using the drop down box and then
putting in the practical name, date,
candidate reference or course
name.
3. Play a candidate’s video
Choose the ‘Play Clip’ to
watch the candidate’s
video.
4. You can also copy a video file and save it to your local computer for editing / your own
use. To play the video you need to use VLC Media Player.
When you select the copy
option, this dialogue box
appears. Choose to add
the selected file and then
copy the file.
Copy the file.
Using the multimedia library mini guide
The multimedia software displays medical files such as x-rays and ECG’s on the touch
screens above patient beds in the ward. The file types supported by the multimedia
application include video, image and text (jpeg’s, png’s, docs, pdfs, mp4.)
1. Touch the panel to begin
2. Select the practical
Select the practical you are going
to be carrying out.
Use the arrows at the bottom of
the interface to navigate back
and forwards to the next or
previous screen.
3. Select the multimedia file you want to view
Select the multimedia file you
want to view.
Use the arrows at the bottom of
the interface to navigate back
and forwards to the next or
previous screen.
4. View the medical file
To use this software, email [email protected] and attach your multimedia file and
name of practical.
Ward Control Mini Guide
1.
The ward control interface
The ward control interface allows you to
record candidates as they move around
the ward.
Touch the screen on the area of the ward
where your candidates are starting their
simulated practice.
Currently Bay Area A1 is selected, the 4
red dots are the different views you can
choose for that area.
You can also live stream your
recording to the web or to the
break out area.
2.
The control pad
Use the big arrows <> to control the direction of the
cameras.
Use the Zoom and Focus + and – signs to zoom in or
out and change the focus.
You can also choose to Record one area of the ward
only by choosing for example Control Ward Left at the
top of the Control pad.
3.
The 4 split view
The 4 split view on the right at the
bottom of the screen show the area
where the candidate is most likely to
move to next. This view help you to
follow students as they move around
the ward, just click on one of the views
for the cameras to record there.
Web Portal Manager
The web portal manager manages information, video recordings and any associated assessment
forms on the web portal.
Add new users
When new users have been created in the Sim Manager, their details need to be updated in the web
portal.
Click on the Update
Portal DB button to add
new users to the portal.
Transfer video recordings
2. To add a video to the transfer files
dialogue box, select a video in the main
view then choose ‘Add selection’ in the
dialogue box.
You can also search for videos in the main
view and then choose to ‘Add Full Search’
in the Transfer files dialogue box window.
To transfer the videos choose the ‘Begin
Transfer’ option.
1. To transfer videos, click
the transfer files
button.
Appendix
Educational/Promotional Resources Only
I hereby give permission to allow photographs/video of myself including the recording of my voice by
the Clinical Skills Centre within the College of Medicine, Dentistry and Nursing and the University of
Dundee to be used for medical education, information and promotional purposes including the
following website:
The Dow and Clinical Skills Centre’s website
Name: __________________________________________________________
I understand that the photographs/videos will only be used only for educational, informational
and promotional purposes and will not be used for entertainment purposes. I understand that
if the photographs/video are used for educational, informational and promotional purposes
that I may be identified by name.
I authorize that the University of Dundee, its assigns and transferees to copyright, use and
publish the same in print and / or electronically.
I understand and agree that the said photographs/video, and any reproductions thereof, as
well as all materials connected therewith and rights arising there from are the exclusive
property of the Clinical Skills Centre.
I grant this consent as a voluntary contribution in the interest of medical education and
knowledge, subject to the condition that this consent is valid for a period of five (5) years
from the date given below, and that if I change my mind I can in writing cancel this consent
prior to five (5) years from the date given below, such consent would be affected only in that
I advise the Director of the Clinical Skills Centre within the College of Medicine, Dentistry
and Nursing.
I hereby release the College of Medicine, Dentistry and Nursing of the University of Dundee
– Scotland and any of its associated or affiliated companies, their directors, officers, agents
and employees from all claims of every kind on account of such use.
Signature: _________________________________
Date: ______________
Witness (On behalf of the Clinical Skills Centre)
Name (BLOCK CAPITALS): ________________________________________
Role: ___________________________________________________________
Signature: _________________________________
Date: ______________
SIMMAN 3G
BASIC USER GUIDE
SimMan 3G consists of three main components - the SimMan manikin,
the Instructor PC and the Patient Monitor PC.
START-UP
Switch on mains to laptops and SimMan
Turn on both laptops. The password for both laptops is ‘SimMan3G’
(case sensitive)
Lift flap on SimMan’s right side and press power button to switch on
Close the valve on the back of SimMan’s right thigh by turning it fully
clockwise
Wait until SimMan starts to blink and breath…
BE PATIENT THIS TAKES A FEW MINUTES
…Then, on Patient Monitor (in HDU) double-click ‘Patient Monitor
Application’
Choose ‘simman3g-#######’ then click ‘OK’ (Do not choose the ‘Virtual
Manikin’
On Instructor PC (in control room) double-click ‘Instructor Application’
Choose ‘simman3g-########’ then click ‘OK’ (Do not choose the
‘Virtual Manikin’
Choose ‘Start Instructor Mode’
Choose ‘Healthy Patient 3G’ then ‘OK’
The Instructor screen will open and SimMan will be paused. Hit space
bar to un-pause the application.
USING SIMMAN3G
This is the Instructor screen. SimMan’s parameters can be set by
changing the values in the top right-hand box. Options for airway,
breathing, circulation, fluids and sounds can be set in the bottom righthand tabs.
To change one of SimMan’s parameters, click on the number to open
the parameter window.
Enter the new value in the box or move the slider, then click ‘OK’
To activate vocal sounds then click on the ‘Sounds’ tab in the bottom
right box of the instructor screen
Click the required vocal sound
Click play button
Click stop button to stop the sound early
If you require other vocal sounds then click the ‘More sounds…’ button
then expand the ‘speech’ folder
Use the drop down boxes to set heart and lung sounds
THE PATIENT MONITOR
To enable traces on the Patient Monitor tap on the appropriate area of
the touch-screen.
The SpO2 trace will only appear when the probe is on the manikin’s
finger.
SHUT-DOWN
On Instructor PC click the ‘End session’ button at the bottom of the left
section of the Instructor screen
Click ‘Quit’ then ‘Yes’
Shut-down laptop
On Patient Monitor PC touch-screen press ‘Main Setup’ on the bar at the
bottom of the screen
Press ‘Shutdown Monitor’
Press ‘Really Shutdown’
Shut-down laptop
Switch off SimMan by pressing the button under the flap on the right side
of his chest
Empty the compressor by turning the valve on the back of SimMan’s
right thigh anti-clockwise until air is released
Switch off all mains sockets
DOW CLINICAL SIMULATION SUITE BOOKING FORM
1. Your Details:
Your name:
School / NHS Department:
Your email:
Practical Title:
Proposed date /s of Simulation Session:
(Please put follow on dates if you wish to book consecutive weeks.)
Date / s:
Time / s:
2. What area of the DOW would you like to use?
Please
tick
Examination room A – 1 bed
Examination room B – 1 bed
Examination room C – 1 bed
Reception area
The full ward – 6 beds
Ward 76 – (Right side of the ward) – 3 beds
Ward 77 – (Left side of the ward) – 3 beds
HDU – 1 bed
Drop down box
Debrief room
Control room
3. What is the health care discipline of the candidates participating in the simulation?
Please tick all that apply.
Please Tick
Drop down box
Undergraduate Medical Student
Undergraduate Nursing student
Undergraduate Midwifery Student
Undergraduate Allied Health Professional
Postgraduate Doctor
Postgraduate Nurse
Postgraduate student (School of Nursing)
Postgraduate Midwifery student
Postgraduate Allied Health Professional
Other – please specify
4. If you intend to video candidates and your candidates are undergraduate University of
Dundee students please upload your excel spreadsheet with candidate names and
matriculation numbers here:
File upload facility
5. What requirements do you need from the patient bank?
Number required
Tick boxes
Real patient
Simulated Patient
6. Do you require any of the following fidelity simulators?
tick box
Drop down box
SIM MAN 3G
Full bodied ALS Harvey Simulator
7. Do you require the simulation session to be videoed?
Yes
No
8. If yes - what type of video recording?
Control Room
Individual Student recording
9. Do you require technical support with set up and recording (please tick)?
Set up
Recording
10. Is there any additional information we should know about this session?
This email request will be processed and you will be emailed a confirmation or further information.
Request to use the Dow Form
This form is for people who are looking to book the Dow who are not members of
staff at the College of Medicine, Dentistry and Nursing.
For members of staff within the College of Medicine, Nursing and Dentistry there is
an online booking form available:
http://www.dundee.ac.uk/clinical-skills/dowsimulationsuite/
Your Name:
Name of person booking the
Dow and their contact
details:
Name:
Phone Number:
Is the person booking the Dow a:
Undergraduate student
Post graduate student
Other: (please state)
What date / dates do they want to use the Dow?
Why are they looking to book the Dow?
Quality Assurance self-assessment questionnaire for
individual courses
Guidance Notes:
Self evaluation is a critical element of quality assurance and should demonstrate that skills providers meet intended outcomes and
demonstrate how areas for improvement are dealt with.
A named person i.e. the person responsible for the skills session or course should undertake the self-assessment using this
proforma.
The proforma should be completed with a rating for each principle of met or not met.
Where the principle is not met and improvement is required a statement of action to be taken should be made with a stated date
for review.
Self Assessment Proforma:
Reviewer: Name:
PRINCIPLE
Job Title:
ACHIEVED RATING
SKILLS PROVIDERS
MET OR NOT MET AS APPROPRIATE 
EXAMPLE OF EVIDENCE
1.Practice/simulated practice environments are supportive,
safe and appropriate for the activity undertaken.
Met
Not Met
Met
Not Met
Met
Not Met
Met
Not Met
Met
Not Met
Met
Not Met
2. Mentors/Facilitators of Practice are appropriately qualified,
provide high standards of skills teaching and engage in
Continuing Professional Development.
3. Learning opportunities are well organised with a clear set
of outcomes/objectives for the course/session.
4. Practice/Simulated practice teaching is under pinned by
evidence and best practice.
5. Reliable and validated protocols are used to assess
performance.
6. Debriefing - feedback are incorporated to promote safe
rehearsal and consolidation of skills.
7. To enhance quality a range of multi-service feedback
mechanisms are in place and used to refine the course/session.
Met
Not Met
Met
Not Met
Met
Not Met
8. Communication Systems are in place between skills
providers and relevant stake-holders e.g. Educational
Institutions/NHS Scotland/ Professional Organisations.
9. Practice/ Simulated Practice Learning is principle based
and courses/sessions are mapped against KSF/SCQF/NOS/
Tomorrows Doctors or other national competencies.
Areas Identified for improvement:
Action:
Date of Review:
Audio testing – Dow Clinical Simulation Suite
Type of
playback
Area
Control Room
Control 1
Bed 1
Control Room
Control 2
Bed 1
Sim Playback
Bed 1
Control Room
Control 1
Bed 2
Control Room
Control 2
Bed 2
Sim Playback
Bed 2
Control Room
Control 1
Bed 3
Control Room
Control 2
Bed 3
Sim Playback
Bed 3
Control Room
Control 1
Bed 4
Control Room
Control 2
Bed 4
Sim Playback
Bed 4
Control Room
Control 1
Bed 5
Control Room
Control 2
Bed 5
Sim Playback
Bed 5
Microphone 1
Microphone 2
Microphone 3
Control Room
Control 1
Bed 6
Control room
Control 2
Bed 6
Sim Playback
Bed 6
Control Room
Control 1
Bay Area A1
Control Room
Control 2
Bay Area A1
Sim Playback
Bay Area A1
Control Room
Control 1
Bay Area A2
Control room
Control 2
Bay Area A2
Sim Playback
Bay Area A2
Control Room
Control 1
Bay Area B1
Control Room
Control 2
Bay Area B1
Sim Playback
Bay Area B1
Control Room
Control 1
Nursing Station
A
Control room
Control 2
Nursing Station
A
Sim Playback
Nursing Station
A
Control Room
Control 1
Nurse Station B
Control Room
Control 2
Nurse Station B
Sim Playback
Nurse Station B
Control Room
Control 1
Exam Room A
Camera 1
Control Room
Control 2
Exam Room A
Camera 1
Sim Playback
Exam Room A
Camera 1
Control Room
Control 1
Exam Room A
Camera 2
Control Room
Control 2
Exam Room A
Camera 2
Sim Playback
Exam Room A
Camera 2
Control Room
Control 1
Exam Room B
Camera 1
Control Room
Control 2
Exam Room B
Camera 1
Sim Playback
Exam Room B
Camera 1
Control Room
Control 1
Exam Room B
Camera 2
Control Room
Control 2
Exam Room B
Camera 2
Sim Playback
Exam Room B
Camera 2
Control Room
Control 1
Exam Room C
Camera 1
Control Room
Control 2
Exam Room C
Camera 1
Sim Playback
Exam Room C
Camera 1
Control Room
Control 1
Exam Room C
Camera 2
Control Room
Control 2
Exam Room C
Camera 2
Sim Playback
Exam Room C
Camera 2
Control Room
Control 1
Reception
Control Room
Control 2
Reception
Sim Playback
Reception
Control Room
Control 1
HDU Cam 1
Control Room
Control 2
HDU Cam 1
Sim Playback
HDU Cam 1
Control Room
Control 1
HDU Cam 2
Control Room
Control 2
HDU Cam 2
Sim Playback
HDU Cam 2
Control Room
Control 1
Breakout area
Control Room
Control 2
Breakout area
Sim Playback
Breakout area